OVERVIEW

Blantyre Baptist Church invites applications from suitably qualified and experienced candidates to fill the position of Human Resources and Administration Assistant (HRAA), tenable at its offices situated at Independence Arch, Chichiri, Blantyre.

The successful candidate will report to the Human Resources and Administration Manager and will provide support in the effective delivery of human resource and administrative services across the Church and its institutions.

Key Duties and Responsibilities

The Human Resources and Administration Assistant will be responsible for, but not limited to, the following:

Human Resources Functions

• Organise, compile, maintain, and update personnel records and documentation, ensuring accuracy, completeness, and confidentiality.
• Assist in the recruitment and selection process by preparing job advertisements, shortlisting candidates, scheduling interviews, and conducting reference checks in line with HR best practices.
• Facilitate onboarding and induction processes for new employees.
• Support employee relations matters by addressing employee queries, assisting in grievance handling, and participating in disciplinary processes in accordance with organisational policies and Malawi Labour Laws.
• Ensure all employees have valid contracts, offer letters, and up-to-date job descriptions.
• Assist in performance management processes, including appraisal coordination and documentation.
• Administer employee leave management and maintain accurate leave records.
• Assist in payroll preparation by compiling, verifying, and submitting payroll input data.
• Support the administration of employee pension schemes and staff savings schemes in liaison with pension fund administrators and relevant service providers.
• Prepare timely monthly HR reports and contribute to management and project reports.
• Maintain and update HR databases and HRIS systems.

Administrative Functions

• Support day-to-day administrative operations of the Church and its institutions.
• Assist in fleet management, including vehicle usage records, maintenance schedules, and insurance tracking.
• Support occupational health, hygiene, and safety initiatives and ensure compliance with relevant standards.
• Coordinate procurement requests and maintain inventory records for office supplies and equipment.
• Assist in organising meetings, workshops, and Church events, including logistics coordination.
• Support budgeting processes, including preparation, monitoring, and implementation of departmental budgets.
• Participate in internal and external audit preparations by providing required HR and administrative documentation.
• Manage general office correspondence and filing systems (both physical and electronic).
• Perform any other duties assigned from time to time in line with the responsibilities of the position.

Minimum Qualifications and Requirements

• Bachelor’s Degree in Human Resources, Business Administration, or a related field.
• Proven 3 years’ experience as an HR Assistant, HR Coordinator, or in a similar role.
• Sound knowledge of HR functions, including recruitment, onboarding, payroll, and employee relations.
• Familiarity with Malawi Labour Laws and employment regulations.
• Proficiency in MS Office (Word, Excel, PowerPoint) and HRIS software.
• Excellent organisational and time management skills.
• Strong communication and interpersonal skills.
• High level of integrity and ability to handle confidential information.
• Ability to work independently and as part of a team.

• Organise, compile, maintain, and update personnel records and documentation, ensuring accuracy, completeness, and confidentiality.
• Assist in the recruitment and selection process by preparing job advertisements, shortlisting candidates, scheduling interviews, and conducting reference checks in line with HR best practices.
• Facilitate onboarding and induction processes for new employees.
• Support employee relations matters by addressing employee queries, assisting in grievance handling, and participating in disciplinary processes in accordance with organisational policies and Malawi Labour Laws.
• Ensure all employees have valid contracts, offer letters, and up-to-date job descriptions.
• Assist in performance management processes, including appraisal coordination and documentation.
• Administer employee leave management and maintain accurate leave records.
• Assist in payroll preparation by compiling, verifying, and submitting payroll input data.
• Support the administration of employee pension schemes and staff savings schemes in liaison with pension fund administrators and relevant service providers.
• Prepare timely monthly HR reports and contribute to management and project reports.
• Maintain and update HR databases and HRIS systems.
• Support day-to-day administrative operations of the Church and its institutions.
• Assist in fleet management, including vehicle usage records, maintenance schedules, and insurance tracking.
• Support occupational health, hygiene, and safety initiatives and ensure compliance with relevant standards.
• Coordinate procurement requests and maintain inventory records for office supplies and equipment.
• Assist in organising meetings, workshops, and Church events, including logistics coordination.
• Support budgeting processes, including preparation, monitoring, and implementation of departmental budgets.
• Participate in internal and external audit preparations by providing required HR and administrative documentation.
• Manage general office correspondence and filing systems (both physical and electronic).
• Perform any other duties assigned from time to time in line with the responsibilities of the position.

• Proficiency in MS Office (Word, Excel, PowerPoint) and HRIS software.
• Excellent organisational and time management skills.
• Strong communication and interpersonal skills.
• High level of integrity and ability to handle confidential information.
• Ability to work independently and as part of a team.

• Bachelor’s Degree in Human Resources, Business Administration, or a related field.
• Proven 3 years’ experience as an HR Assistant, HR Coordinator, or in a similar role.
• Sound knowledge of HR functions, including recruitment, onboarding, payroll, and employee relations.
• Familiarity with Malawi Labour Laws and employment regulations.